Lately, there has been a rise in the number of companies that are making major changes in their workforce. As a result, many companies are having to say goodbye to their employees. It’s not an easy process, but it’s one that needs to be done in a professional and respectful manner. That’s why we’re here to help you out with an offboarding email that you can use as a template.
We understand that crafting the perfect offboarding email can be a daunting task. It’s important to make sure that you are conveying the right message in a clear and concise manner. That’s why we’ve put together a sample offboarding email that you can use as a starting point. You can customize this email as needed, depending on your company’s culture and tone.
Dear [Employee Name],
It is with a heavy heart that I reach out to you today to inform you that your employment with our company will be coming to an end soon. We have valued your contribution to the team and appreciate all the hard work you have put in during your time with us.
As you transition into your next chapter, we want to assist you in the best way possible. Please let us know if you require any letters of recommendation, references, or any other documentation that may aid you in your job search. We are more than willing to help in any way we can, to ensure that you have a smooth transition.
I am sure that you have questions concerning your final paycheck and any unused vacation days you have accumulated. Please reach out to [HR Department] for any queries or concerns in this regard.
We wish you all the success in your future endeavors, and we will miss having you as a part of the team here. You will always be a part of the family, and we will cherish the memories we have created together.
Sincerely,
[Manager’s Name]
The Perfect Structure for a Sample Offboarding Email
As an employer, it is important to have a proper offboarding process when an employee leaves the organization. This process should include a well-written and friendly offboarding email that communicates important information to the leaving employee. A proper offboarding email can also ensure that the employee leaves with a positive impression of the organization.
So, what is the best structure for a sample offboarding email? Below are some key components that should be included:
1. Start with a friendly introduction
It is important to start the email on a positive note and thank the employee for their service. You can mention their contributions to the organization and how they have made a significant impact on the team.
2. Communicate the reason for the employee’s departure
It is important to communicate the reason for an employee’s departure if it is appropriate. This will help to avoid any rumors or misunderstandings among the remaining employees. However, this information should only be shared if it is appropriate and won’t negatively impact the company’s reputation.
3. Communicate the logistics
Include any important information about the employee’s last days at the office, their final paycheck, any benefits or accrued vacation time they are entitled to, and the return of any company equipment or materials. Don’t forget to include your contact information in case the employee has any follow-up questions.
4. Express gratitude and offer encouragement
Thank the employee again for their service and contributions to the organization. Express your best wishes for their future endeavors and offer encouragement for their future career goals.
5. End on a positive note
End the email on a positive note by reiterating how much the employee has meant to the organization and how they will be missed. Wish them the best of luck on their next adventure.
In conclusion, a well-structured offboarding email can help to ensure that an employee leaves the organization with a positive impression and a sense of closure. By including a friendly introduction, communicating logistics, expressing gratitude and offering encouragement, and ending on a positive note, you can create a memorable offboarding experience for your employees.
Sample Offboarding Email Templates
Voluntary Resignation
Dear [Employee Name],
We regret to inform you that your employment with us will end effective [date]. We are sorry to see you leaving us, but we appreciate the hard work and dedication you have shown during your tenure with our company.
We wish you all the best in your future endeavors and hope that you continue to succeed in your professional and personal life. Please don’t hesitate to contact us if there is anything we can do to help you through this transition.
Best regards,
[Your Name]
Contractual Dispute
Dear [Employee Name],
After careful consideration, we have decided to terminate your employment with us effective immediately. Unfortunately, we have been unable to resolve the contractual dispute that led to this situation, and we no longer have the option of continuing to employ you.
We appreciate your hard work and dedication during your time with us and wish you all the best in your future endeavors. If you have any questions or concerns, please do not hesitate to reach out to us.
Best regards,
[Your Name]
Company Restructuring
Dear [Employee Name],
We regret to inform you that your employment with us will end effective [date] due to company restructuring. While your contributions to the company have been appreciated, these changes are necessary for the success of our business.
We wish you all the best in your future endeavors and hope that you continue to succeed in your professional and personal life. Please don’t hesitate to contact us if there is anything we can do to help you through this transition.
Best regards,
[Your Name]
Performance Issues
Dear [Employee Name],
After careful consideration of your work performance, we have decided to terminate your employment with us effective immediately. Despite our efforts to help you improve in areas of weakness, we have not seen the necessary improvement necessary to continue employing you.
We thank you for your hard work and contributions to our company and wish you all the best in your future endeavors.
Best regards,
[Your Name]
Mutual Agreement
Dear [Employee Name],
We regret to inform you that your employment with our company will be terminated effective [date]. While it was a difficult decision, we have reached a mutual agreement that this is the best course of action for both parties.
We appreciate your hard work and dedication, and we wish you all the best in your future endeavors. Please don’t hesitate to contact us if there is anything we can do to help you through this transition.
Best regards,
[Your Name]
Retirement
Dear [Employee Name],
We would like to inform you that your employment with our company will end effective [date] as you plan to retire. We are grateful for your hard work and dedication during your time with us, and we hope that you will enjoy your well-deserved retirement.
We wish you all the best in your future endeavors, and we would like to thank you for your valuable contribution to our company. Please let us know if there is anything we can do to help you through this transition.
Best regards,
[Your Name]
End of Contract
Dear [Employee Name],
We regret to inform you that your employment with our company will end effective [date], in accordance with the terms of your contract. We appreciate the hard work and dedication you have shown during your tenure with our company.
We wish you all the best in your future professional and personal life. If you have any questions or concerns, please do not hesitate to reach out to us.
Best regards,
[Your Name]
Related Tips for Crafting a Sample Offboarding Email
Offboarding emails are a crucial part of the employee separation process, and they shouldn’t be taken lightly. In today’s remote work environment, it can be especially challenging to ensure that both exiting employees and remaining team members are handled professionally. Below are several tips to help managers craft sample offboarding emails that will not only leave a positive impression but also help maintain good relationships with former employees.
Keep it Positive and Professional
The golden rule of offboarding emails is to keep it positive and professional. Regardless of the circumstances surrounding an employee’s departure, it’s crucial to maintain a professional tone. In your message, acknowledge the employee’s contributions and express gratitude for their time with the company. Keep your language positive and avoid anything that could be construed as negative or critical.
Be Clear and Concise
When crafting an offboarding email, it’s essential to be clear and concise. Your message should outline the employee’s departure date, any outstanding tasks they need to complete, and any necessary procedures they need to follow. Be sure to include the necessary protocols for collecting company property or removing access to company accounts. The more precise and comprehensive your message, the smoother the offboarding process will be.
Address Any Questions or Concerns
Employees who are leaving the company may have questions or concerns about the offboarding process. Be prepared to address these issues in your email, or provide the employee with a name and contact information of a person who can help. Additionally, if there are any potential negative consequences to the employee leaving the company – such as impacts on retirement benefits – be sure to outline these clearly and provide resources or contacts to address them.
Acknowledge the Impact on the Team
Losing an employee can be tough on both the departing individual and the rest of the team. In your offboarding email, acknowledge the impact of the individual’s departure and express your support for the team moving forward. You can also use the opportunity to outline any plans you may have for filling the vacancy or reassessing workflows. This can help reassure remaining employees that the company is determined to keep moving forward.
Crafting a solid offboarding email can help smooth the transition for exiting employees and provide critical information for the remaining team. Use these tips to help craft a message that is professional, concise, and supportive.
What is an offboarding email?
An offboarding email is a message sent to an employee who is leaving the company, which contains all the necessary information or instructions for wrapping up their employment, including the last day of work, instructions on returning company property, and any final payouts of salary or benefits.
When should I send an offboarding email?
You should send the offboarding email on the employee’s last day of work. This gives them the chance to ask any questions or clarify any instructions before they leave the office.
What should be included in an offboarding email?
Some of the items commonly included in an offboarding email include details about benefits, retirement accounts, and final paychecks. Other information that may be included are directions on how to return company property, information about collecting unused vacation time, and how to maintain access to company email accounts or other online resources.
Can I customize the sample offboarding email?
Yes! The sample offboarding email is just a starting point that outlines the basic information that should be included in any offboarding email. You should feel free to tailor the message to your specific needs and to include any other information that may be specific to your company or industry.
Who should receive a copy of the offboarding email?
The employee leaving the company should always receive a copy of the offboarding email. Depending on your company’s policies, you may also want to carbon copy (CC) their manager or other key personnel in the company who may need to be informed of their departure.
What tone should the offboarding email have?
The tone of the offboarding email should be professional, respectful, and informative. You want to make sure that the employee leaves on a positive note, even if they are departing under difficult circumstances. Be sure to thank them for their contributions and wish them well in their future endeavors.
What is the purpose of sending an offboarding email?
The purpose of sending an offboarding email is to ensure that the employee leaving the company has all the information they need to wrap up their employment. It also serves as an opportunity to thank the employee for their contributions and to maintain a positive relationship with them, even after they have left. Additionally, the email provides a clear record of the employee’s departure and any outstanding issues that need to be resolved.
Keep in touch!
And that’s the gist of it, folks! We hope this sample offboarding email has been helpful and informative for you. Remember to always keep it professional and personal in your goodbyes to your departing colleagues. Thanks for reading, and we’ll catch you on the flip side. Stay tuned for more workplace tips and tricks, and until then, take care!